Create Addendum

Description

This function allows PENNDOT to modify bid package information after the bid package has been saved and before bids for the project have been opened. Authorized users create the main Addendum screen from the Add links on the Bid Package. The Addendum screen contains the high-level information originally found in the bid package which can be changed, as well as additional fields which allow the entry of a new let date or a text description of the changes being made via the addendum. Links on the Addendum screen allow users to access a filtered version of the Project Special Provisions screen and the Project Development Checklist, where changes to special provisions, plans and attachments can be viewed. The links also allow users to access the Design Items screens, again, as a filtered view showing only the changes made via the addendum.

Note: Certain noncontractual information, for example the estimated unit prices of non-PDA items and Project Development Checklist items not included in the bid package, can be modified when the project is in advertised status without an addendum.

The following fields are editable after the project has been advertised: Project Description, Project Status, MBE/WBE/DBE Goals, Project Type, State Type of Work, and Prequalification Required. Once the addendum is published, if any of those fields were modified on the Addendum, the Project Information screens and DBE/MBE/WBE Goals Worksheet will be updated accordingly.

Like the Bid Package, some addenda must be reviewed and approved prior to publication. The Addendum workflow mirrors that of the original bid package. For example, if the project requires Federal Oversight, both the original bid package and any addenda (except one that withdraws the project from bidding) must be approved by both the BOD Contract Management Division and by the FHWA prior to publication.

The addendum cannot be submitted for processing until the Bid Package has been Published.

Business rules dictate when and by whom an addendum can be created and published; the timeframe is referred to as the "Addendum Processing Window". This window opens immediately after the original bid package is saved to the ECMS website and allows authorized users to create and publish an addendum. The window closes to users 7 days prior to the let date, and these users may no longer create, submit, or publish any addenda for the project. Authorized users can continue to create and publish addenda up until the bids for the project are opened. Note that Emergency projects use a different timeframe to govern bid clarification, bid submission, and addendum processing. See "Tell Me About Emergency Projects" under the Project Information section of the Help system for details.

EXAMPLE: The project is scheduled to be let on Thursday, July 17 at 11:00 AM. The Default Addenda Processing End Date will be Thursday, July 10 (11:59:59 PM). The latest the addendum can be issued is Monday, July 14 (11:59:59 PM). The only addendum that can be processed between Monday, July 14 (11:59:59 PM) and Thursday, July 17 (11:00 AM) is an addendum that either moves the let date or withdraws the project from the letting.

At any time after the addendum has been saved, a draft of the Addendum Report and Current Proposal Report .PDF's can be generated. While the system is creating and processing the files, a 'Pending Generation' label/link appears on the screen. Clicking on that link allows the user to monitor progress using the Document Publishing Monitor. When completed, a document link appears that allows the user to view, download, or print the .PDF document. After publication, the Addendum Report and Current Proposal Report .PDF's are generated and stored in the EDMS system. A link is available from the Addendum screen to view, save, and/or print these documents.

Once an addendum is published, a link to it appears on the New Postings list, available from the Electronic Bidding home page. Because the addendum information is available immediately online, no hardcopy or electronic notifications are sent to specific potential bidders (i.e., planholders).

This Help document provides detailed steps for creating an addendum and modifying the various pieces of the bid package via the addendum. Additional Help documents discuss accessing, approving, disapproving, and deleting addenda. A list of these Help documents appears at the end of this document. Refer also to the Help documents detailing steps for creating, deleting, and modifying items and quantities and checklist items; these can be found under the Project Development Checklist and Design Items categories of the Help system.

Step-by-Step Directions

User Action	Result
Navigate to the ECMS website	The ECMS Welcome page appears displaying the login link and the navigation bar on the left side.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
Select the Contractor Services option from the Navigation bar	The Contractor Services options are displayed.
Select the eBidding option	The Electronic Bidding home page is displayed.
Click on the Bid Packages by Let (next 8 weeks)” link	The Bid Packages by Let Date screen is displayed.
Locate the bid package for which you want to create an addendum and click on the Project number link	The Bid Package screen is displayed.
Select “Addendum” from the ADD Links drop-down list on the Bid Package screen and click on the ADD button	The Addendum screen is displayed in create mode.
If applicable, change the information in the Project Description, Project Status, MBE/WBE/DBE Goals, Project Type, State Type of Work or Prequalification Required fields.	The text you selected/entered appears in the fields.
If applicable, change the Pre-Bid Meeting indicator by selecting a different radio button option.	The selected radio button appears with a darkened center.
If applicable, enter a description of the Items and Quantities changes to be included in this addendum.	The text you entered appears in the field. Important: The description entered here does not constitute the change to the items and quantities. The actual changes to the data must be made via the Design Items (for the Addendum) screen. See the remaining steps in this document, and refer to the following Help documents for detailed directions: How Do I Modify Design Item via Addendum How Do I Add New Design Item via Addendum How Do I Delete Design Item via Addendum
If applicable, enter a description of the changes to the Special Provisions to be included in this addendum.	The text you entered appears in the field. Important: The description entered here does not constitute the change to the special provisions. The actual changes to the data must be made via the Project Development Checklist (for the Addendum) screen. See the remaining steps in this document for directions.
If applicable, enter a description of other changes to be included in this addendum.	The text you entered appears in the field. Important: The description entered here does not constitute the change to the bid package attachments. The actual changes to the data must be made via the Project Development Checklist (for the Addendum) screen. See the remaining steps in this document for directions.
Click the SAVE button.	Any data entry on the Addendum screen is saved. Important: You must save the addendum before continuing, or any data you entered on the Addendum screen will be lost, and you will receive an error message when you try to access the supporting screens.
Click the GENERATE REPORT button	At any time after the addendum has been saved, a draft of the Addendum Report and Current Proposal Report .PDF's can be generated. A 'Pending Generation' label/link appears while the system creates the reports. Clicking on that link allows the user to view the Document Publishing Monitor. When processing is complete, a document link appears that allows the user to view, download, or print the .PDF document.
	*****To Add, Modify, or Delete Items and Quantities*****
If changes to the items and quantities are required, select "Design Items" from the Add links and click the ADD button.	The Design Items screen is displayed in create mode, with the Addendum number (of the addendum you are creating) displayed in the upper right. The list itself contains no items, since you have not yet associated any items with the addendum. Note: If you did not save the addendum screen (by clicking the SAVE button) the Add links will not appear.
On the Design Items screen, click the ADD button. Note that you must click the ADD button, even if the change you are making is to modify or delete an item that is already on the project.	The Add Item to List screen is displayed. The screen allows you to select Master (for new item) or Existing (to modify or delete existing items) and to specify search criteria.
Select the item you want to add, modify, or delete.	The selected item is returned to the Add Item to List screen.
If necessary, enter the new Quantity, Unit of Measure, or Estimated Unit Price.	The values you enter appear in the fields.
If you are adding a new item, click the ADD ROW button. For deletions or modifications, click the MODIFY ROW button.	The Add Item to List screen is updated.
Click the BACK button.	You are returned to the Design Items list, but the data you just added is not displayed.
Click the REFRESH button.	The screen is refreshed and displays the items you just added.
For each item, click the item number hyperlink.	The Item Detail (Addendum) screen is displayed.
Enter the required data, or select the "Delete Item from Bid Package/ Proposal/ Project" checkbox to delete the item from the project via this addendum. When you are finished, click SAVE&EXIT.	The data is updated. When you click the SAVE&EXIT button, you are returned to the Design Items screen. Note: If the change to the item deleted it or decreased the quantity, you must delete the Associated Funding row(s) from the embedded table. Do this by selecting the checkbox in front of the row(s) and clicking the SAVE button. If necessary, you can re-add the funding row with the corrected quantity.
Continue selecting items for adding, modifying, or deleting via the addendum. When you are finished, select "Addendum" from the Go links and click the GO button.	The Addendum screen is displayed.
If you need to make changes to special provisions, plans, or 'attachments', select Project Development Checklist from the Add links and click the ADD button.	The Project Development Checklist screen (Addendum) is displayed.
	*****To Add New Plans or Attachments******
From the Project Development Checklist (accessed in the previous step), select "Add Plan" from the Add links and click the ADD button. If you want to add a non-plan attachment, select "Add Project Development Checklist Item" from the Add links and click the Add button.	The Add Plans (or Add Project Development Checklist Item) screen is displayed. Note: This section of the Help document explains how to add a new checklist item of the type "Plan". If you need to create and attach the graphical image of the plan, you must do so via the Electronic Document Management System (EDMS); those steps are not included in this Help document.
Select the type of plan or checklist item you want to add by highlighting it in the Select Items to be Added list.	The plan or checklist item is highlighted. Note: You can add multiple items at the same time by highlighting each one then clicking the ADD ITEM button.
Click the ADD ITEM button.	The item name is moved to the Selected Items list.
Click the SAVE&EXIT button.	A 'please' wait message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Project Development Checklist screen (for the addendum). The item(s) you added should now appear under the appropriate category. If it does not, click the REFRESH button at the bottom of the screen.
Expand the category on the checklist by clicking twistie (solid blue triangle) to the left of the category title.	The category expands.
Click the hyperlink corresponding to the checklist item name.	The checklist detail screen is displayed.
Enter the required data and, if desired, attach an EDMS file.	The data you entered appears in the fields.
Click the SAVE&EXIT button.	A 'please' wait message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Project Development Checklist screen (for the addendum). Continue adding checklist items to the addendum, or return to the main Addendum screen by selecting Addendum from the Go links and clicking the GO button.
	*****To Add a New Project-Specific Checklist Item*****
From the Project Development Checklist for the Addendum, select "Add Project-Specific Checklist Item" from the Add links and click the ADD button.	The Project-Specific Checklist Item screen is displayed.
Enter the required data and, if desired, attach an EDMS file.	The data you entered appears in the fields.
Click the SAVE&EXIT button.	A 'please' wait message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Project Development Checklist screen (for the addendum). Continue adding checklist items to the addendum, or return to the main Addendum screen by selecting Addendum from the Go links and clicking the GO button.
	*****To Add a New Standard Special Provision*****
From the Addendum screen, select "Project Special Provisions from the Add links and click the ADD button.	The Project Special Provision screen is displayed in create mode.
From the Project Special Provisions screen for the Addendum, select "Add Standard Special Provision" from the Add links and click the ADD button.	The Project Specific Special Provision screen is displayed.
Click the selection arrow to the right of the Index or Category field.	The Add Standard Special Provision pop-up screen is displayed. The screen combines search and selection features which allow the user to search for and select the standard special provision they want to associate with the project.
On the Add Standard Special Provision pop-up screen, choose a Search by option.	The radio button option you select appears with a darkened center.
If you selected Standard Special Provision Number, enter the first letter of the Index in which the provision is located.	For example, if you want to select a standard special provision that is found in the General provisions index, enter "G".
If you selected Description as the Search by option, enter the first word or the percent sign and any word of the Standard Special Provision Name in the Search for field.	For example, if the special provision name is "Project Schedule Changes", enter the word "Project" in the Description field; or enter "%Schedule". TIP: You can search for text anywhere in the standard special provision name by typing a percent sign (%) before the word. For example, if you type "%Asphalt" in the Search For field, the search will return any provision with the word "Asphalt" in the name. However, if you type only "Asphalt", the search returns no records, since the word "asphalt" is not the first word in the name of any standard special provision.
Click the SEARCH button.	The Select Items to be Added list box is populated with special provisions matching your search criteria. If none are found, a message box stating "No records were found" is displayed.
Select the standard special provision you want to add by clicking the X in front of the entry in the Select Items to be Added list box.	The selection is moved to the Selected Items list box. Note: Only one standard special provision may be added at a time.
Click OK on the message box.Click the OK button.	The message box closes, and the Project Special Provision screen is displayed. If the provision was marked as "allow edits in..." when it was created, you can update the special provision Header, Body, or Project Details fields and save the unique provision to the addendum. If merge fields exist on the standard special provision, you must merge the data from your project (by clicking the MERGE button on the Standard Special Provision screen) before publishing the addendum.
	*****To Add Project-Specific Special Provision*****
From the Project Special Provisions screen for the Addendum, select "Add Project-Specific Special Provision" from the Add links and click the ADD button.	The Project Specific Special Provision screen is displayed.
If desired, select an item(s) with which to associate the special provision by clicking the selection arrow to the right of the Item Associated field.	The Item Selection screen is displayed as a pop-up window on top of the current screen. The Select Item to be Added list includes all project items (including any added or modified via this addendum) except those which have been marked for deletion by an addendum or those which are already associated with a special provision. Select the item with which you want to associate this provision and click the OK button.
Enter the remaining required data, including the provision body.	The data appears in the fields.
When you are finished, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and the Project Special Provisions screen is displayed. Continue adding special provisions to the addendum, or return to the main Addendum screen by selecting Addenda List from the Go links and clicking the GO button, then clicking the hyperlink for the addendum on the Addenda List.
	*****To Delete or Modify an Existing Plan or Attachment *****
From the Project Development Checklist for the Addendum, select "Add Existing Checklist Item" from the Add links and click the ADD button.	The Add Checklist Item screen is displayed. All of the existing checklist items (including plans and attachments are displayed in the Selected Items list box.
Choose the item(s) you want to modify or delete one at a time by highlighting them and clicking the ADD ITEM button after each.	The item(s) are moved to the Selected Items list at the bottom of the screen. Note: Even if you ultimately want to delete the checklist item via the addendum, you must first 'add' it to the addendum using this step.
When you are finished, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and the Project Development Checklist screen is displayed.
For each item you want to modify, access the checklist item screen by clicking the hyperlink under the appropriate category.	The checklist detail screen is displayed.
To modify the item, simply enter the new data and or redefine the EDMS link. Click SAVE&EXIT when you are finished.	The Project Development Checklist screen is displayed. Note that a new column, Addendum Action, is displayed for each checklist item. The word "Modified" appears under the checklist items modified via this addendum.
To delete an item, select the Delete Item from Bid Package/ Proposal/ Project checkbox and click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and the Project Development Checklist screen is displayed. The word "Deleted" appears under the checklist item which you marked for deletion. Continue adding checklist items to the addendum, or return to the main Addendum screen by selecting Addenda List from the Go links and clicking the GO button, then clicking the hyperlink for the addendum on the Addenda List.
	*****To Modify or Delete a Special Provision*****
From the Project Special Provisions screen for the Addendum, select "Add Existing Checklist Item" from the Add links and click the ADD button.	The Add Checklist Item screen is displayed. All of the existing project special provisions are displayed in the Selected Items list box.
Choose the provision(s) you want to modify or delete one at a time by highlighting them and clicking the ADD ITEM button after each.	The provision(s) are moved to the Selected Items list at the bottom of the screen. Note: Even if you ultimately want to delete the provision via the addendum, you must first 'add' it to the addendum using this step.
When you are finished, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and the Project Special Provisions screen is displayed.
For each provision you want to modify, access the Project Special Provision screen by clicking the hyperlink.	The Project Special Provision screen is displayed.
To modify the provision, simply enter the new text. Click SAVE&EXIT when you are finished.	The Project Development Checklist screen is displayed. Note that a new column, Addendum Action, is displayed for each checklist item. The word "Modified" appears under the checklist items modified via this addendum.
To delete the provision, select the "Delete Item from Bid Package/ Proposal/ Project" checkbox and click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Project Special Provisions screen. Continue modifying or deleting provisions from the addendum, or return to the main Addendum screen by selecting Addenda List from the Go links and clicking the GO button, then clicking the hyperlink for the addendum on the Addenda List.

Related Help Documents

Topic	Help Document
Access, status	Tell Me About Addenda List Tell Me About Addenda Status Tell Me About New Postings
Addendum screen fields and functions	Tell Me About Addendum
Worklfow	How Do I Approve Addendum How Do I Disapprove Addendum How Do I Submit Addendum How Do I Publish Addendum Tell Me About Bid Package or Addendum Workflow
Delete entire addendum	How Do I Delete Addendum
Delete project information via Addendum	How Do I Create Addendum
Delete data from Addendum	How Do I Delete Items from an Addendum
Document Publishing Monitor	Tell Me About Document Publishing Monitor
Modify Design Items	How Do I Modify Design Items via Addendum How Do I Add New Design Item via Addendum How Do I Create Addendum
Move Project Let Date	How Do I Move Let Date for Advertised Project
Withdraw project from letting	How Do I Withdraw Project via Addendum

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:50:39 AM